Administrative Assistant I – Parks (Open)
The San Mateo County Parks Department (“Parks Department”) serves approximately three million visitors each year. Visitors have many options when visiting the County’s vast parks system. With 24 parks and recreation areas, over 16,000 acres of park land, 190 miles of trail, ten playgrounds, nine campgrounds, and countless picnic sites the Department provides healthy outdoor activities, educational opportunities, and lasting memories.
The Parks Department is seeking qualified candidates for the position of Administrative Assistant I. Under general supervision, the Administrative Assistant I will assist the Parks Department in such activities as answering phone calls supervising clerical staff performing clerical services depositing revenue using the Countys financial system managing records and data reviewing office procedures purchasing supplies/goods for Parks staff developing policies and procedures communicating with the Parks Departments reservations system contractor and resolving issues related to the system issuing and processing annual passes and performing related duties as assigned.
The ideal candidate will have:
Proficiency in using modern office technologies and equipment.
- Advanced proficiency with desktop systems, database management, and the Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).
- Exceptional communication skills, both verbal and written.
- Excellent problem solving and resourcefulness skills.
- Ability to manage a large and varied workload with changing and conflicting deadlines.
- Proven organizational and time management skills and the ability to meet deadlines and handle time-sensitive matters.
- Strong analytical skills and have keen attention to detail.
- Ability to produce quality work under fluctuating workloads with minimal supervision.
- Proven ability to exercise a high degree of discretion, exercise good judgment, and maintain confidentiality.
- Ability to establish and maintain effective working relationships with other personnel and the general public.
- Ability to provide excellent customer service to both internal (departmental) and external customers.
- Ability to work in a team environment and interact positively with a variety of people in different situations.
Duties may include, but are not limited to, the following:
Answer phone calls from the public and County park visitors.
- Making deposits from a variety of revenue sources using the County’s chart of accounts and financial system.
- Developing or assisting in the development of new policies and procedures and/or modifying existing policies and procedures for the Parks Department.
- Issuing annual passes to park visitors.
- Producing reports using many County systems and/or the Parks Department’s reservations system.
- Resolving issues and complaints from various stakeholders.
- Assist in the development and installation of management improvements and practices through research and analysis.
- Prepare or assist in the preparation of operating manuals and organization and workflow charts.
- Assist in managing databases and department systems.
- Purchase supplies and goods for Parks staff.
- Prepare or assist in the preparation of narrative and statistical reports on a variety of administrative and management problems in an operating department or administrative sub-division thereof.
- Represent the department before various agencies and groups.
- Serve as office manager in charge of general office and business management services including the maintenance of auditing, accounting, and budget controls on a level not requiring the qualifications of a professional accountant.
- Plan, assign and supervise the work of the clerical staff.
- Confer with others on a variety of administrative matters and is responsible for the proper and efficient functioning of the office and enforcement of rules and regulations thereof.
- Perform such responsible work as approving, checking, auditing, and verifying various records and reports.
- Make recommendations for improvement in office procedures.
- Assure cordial and efficient relations of office services staff with the public.
- Perform related duties as assigned.
- Working knowledge of sub-professional accounting, bookkeeping and fiscal procedures.
- Modern office methods and equipment.
- Learn quickly the laws governing the operations of the department.
- Interpret laws.
- Good judgment.
- Get along well with others.
- Plan, organize, and supervise the work of subordinates effectively.
- Work well without close supervision.
Any combination of education and experience that would likely provide the required knowledge, skills and abilities is qualifying. A typical way to qualify is:
Graduation from an accredited college or university, with a degree in Public Administration, Accounting, Political Science, Business Administration or related field OR four years of responsible administrative or supervisory clerical experience which has included bookkeeping or sub-professional accounting duties.
Open. Anyone may apply. Responses to the supplemental questions must be submitted in addition to our regular employment application.
The examination process will consist of an application screening based on the candidates application and responses to the supplemental questions. Candidates who pass the application screening will be invited to a panel interview (weight: 100%). Depending on the number of applicants, an application appraisal of education and experience may be used in place of other examinations or further evaluation of work experience may be conducted to group applicants by level of qualification . All applicants who meet the minimum qualifications are not guaranteed advancement through any subsequent phase of the examination. All examinations will be given in San Mateo County, California and applicants must participate at their own expense.
IMPORTANT: Applications for this position will only be accepted online. If you are currently on the Countys website, you may click on the Apply button. If you are not on the Countys website, please go to https://jobs.smcgov.org/ to apply. Online applications must be received by the Human Resources Department before midnight on the final filing date.
~Tentative Recruitment Dates~
Final Filing Date: Monday, July 24, 2023 at 11:59 p.m. PST
Application Screening: Thursday, July 27, 2023 or Friday, July 28, 2023
Panel Interview: Monday, August 7, 2023
San Mateo County is centrally located between San Francisco, San Jose, and the East Bay. With over 750,000 residents, San Mateo is one of the largest and most diverse counties in California and serves a multitude of culturally, ethnically and linguistically diverse communities. The County of San Mateo is committed to advancing equity in order to ensure that all employees are welcomed in a safe and inclusive environment. The County seeks to hire, support, and retain employees who reflect our diverse community. We encourage applicants with diverse backgrounds and lived experiences to apply. Eighty percent of employees surveyed stated that they would recommend the County as a great place to work. The County of San Mateo is an equal opportunity employer committed to fostering diversity, equity and inclusion at all levels.
HR Contact: Arlene Cahill (07032023) (Administrative Assistant I – E029)